A brief introduction on controlling process of food service outlet

1. a
Outlet Sales Control

2. Control of Sale of Food & Drinks
• Control:
Control is a process by which managers try to direct,
regulate & restrain the action of the employees & other
resources in order to achieve the desired goals of the
establishment, viz. financial gains, sound working
conditions, etc.
• The process adopted depends greatly on the nature of
operation.
• The process needs evaluation of its effectiveness from
time to time.
• The process adopted needs to be understood by the staff
who implements it and also its importance. Training needs.

3. Functions of Control
1. Aids in ascertaining the receipts items for sale- in units
and its price.
2. Reduces the chances to any pilferage and wastage.
3. Provides information to ascertain data for costing
purposes which in turn helps to take future actions – e.g.
cost estimation for forthcoming year.
4. Helps in ascertaining the volume of sales.
5. Shows a breakdown of sales and cost under various
heads which in turn helps in making adjustments in future.

4. Control in F&B Sales
• At any point of time knowing the performance of the outlet
in terms of sales is very important.
• A suitable control system is therefore essential.
• The type of control system to be adopted depends greatly
on the type of operation carried out by the outlet.
• A road-side kiosk shall not have the same control system
as that of a fast food outlet and again the control of fast
food operation outlet shall not have the same as that of a
restaurant.
• In general the control of sale of food and drinks in a
restaurant is done through a document called “Kitchen
Order ticket” (KOT) & “bar order ticket (BOT) respectively.

5. KOT: Kitchen Order Ticket
• Definition:
A KOT is a control document that serves as a
a) proof of sale of food & drinks
b) as a backup that justifies the consumption of
raw materials as per the Standard Recipe Card.
• Depending upon the type of menu and its operation the
type of KOT can vary

6. Types of KOT.
Triplicate Checking System Duplicate Checking System
 Has 3 Copies  Has 2 Copies
 Suitable for a la carte menu  Suitable for table d'hôte menu
 Suitable for First Class Suitable for Popular Priced
Establishment Restaurants.
 Bill made by cashier Bill is the duplicate copy
which is made by the waiter .
Guest pays the cashier As per rules guest pays
thorough waiter either cashier or waiter
directly .

7. Triplicate KOT – Structure

8. How a Triplicate KOT works
• Consist of three copies.
• Depending upon the rule of the organisation
Either Or
 Top copy goes to kitchen for  Top copy goes Cashier
making the dishes  Second copy to kitchen for
 Second copy to cashier for bill making the dishes
 Third (flimsy) copy retained  Third (flimsy) copy retained
by waiter as a ready reckoner
by waiter as a ready reckoner

9. Forms of Triplicate Checks written on
Various Situations
• Suivant or Following Check
• Supplement Check
• Retour & Enplace Check
• Accident Check
• On the House (OTH) or Complimentary Check

10. The Bill

11. Modes of Payment
• Cash
• Credit Card
• Cheque – Banker’s & Travellers
• Letter of Credit
• Various vouchers- Travel agent’s
Voucher/Lucky gift Voucher
• By signature (in-house guests)

12. Cashier’s Summary Sheet

13. How a Triplicate KOT Works – cont’d

14. Duplicate Checking System
Top Copy 2nd Copy

15. Single Order Sheet

16. Advantages in Manual System
Checking
• More personalised.
• Enables charging of dishes which are not on the
menu.
• Enables in easy discounting charges on certain
occasions like “supplement checks” for customer
satisfaction .
• Simple in operation.
• Does not require any external source of energy-
electricity, battery power etc. to run.
• Operation is not costly.
• Operation does not require much training & skill.

17. Disadvantages in Manual System
Checking
• High chance of errors.
• High chances of fraudulence.
• Time consuming.
• Labour oriented.
• Requires large inventory.
• Not suitable where the business volume is high
or transaction is fast
• The data produced may be late for
management to take any decision.

18. Automated System

19. Types of Restaurant Check in
Automated System
Pre-Checking Electronic POS
system (NCR) Cash Control
register system
Pre-set
Hand-held
Checking
Order Pads
System

20. Pre-Checking System (NCR)
• A blank sales check
• Waiter’s machine
number.
• A machine that operates by
insertion of sales check into
the printing table to the side
of the machine and on use
of the individual machine
key number by the waiter
which is assigned to him.

21. Pre-Checking System (NCR)
• How it works:
1. The waiter keys in his per-assigned machine number
which enables the machine to open.
2. A check in duplicate is inserted into the printing table.
Price Menu Item
3. There are pre-assigned keys
Quantity
Waiter Log-in No.
4. The duplicate check is
produced for bar or kitchen
to obtain beverage or food
Table No.
5. The top copy is referred to
as the sales check
Print

22. Pre-Checking System (NCR)
• How it works: (cont’d….)
6. For each transaction the machine generates a reference
number (as bill no. in manual checking) on the sales check
and the duplicate
7. The sales proceeds are recorded on a continuous audit
tape that can be removed only by authorised persons at
the end of the meal period/day
8. Thereafter the machine is again cleared (set to zero). The
total sales on the audit tape is then compared with the
actual cash received.

23. Pre-Checking System (NCR)
• Advantages:
1. Both the sales checks and food checks are generated
simultaneously; lesser chances of frauds/omissions.
2. Analysis of total sales per waiter can be made on audit
tape.
3. Each waiter acts as a cashier for the tables he has served;
collecting cash and settling it with his total sales
performance at the end of the shift. Therefore, the need for
cashier is avoided.
4. The machine can only be operated once the waiter’s
machine number is keyed in. So no other person can
generate a food or beverage check and obtain the same
from the kitchen or bar.

24. Pre-Set Checking System
• A higher version of pre-check machine.
• The keyboard has
1. Coded keys corresponding to menu items.
2. Each menu having a price to it already pre-set in a control
panel.
3. A waiter has to type in the quantity and the item code
and the check in duplicate will be generated.
4. The control panel is kept locked and only authorised
persons can change the price or add or delete menu
items.
5. Possible to have a running count of each item recorded.
6. A sales analysis printout can be obtained on pressing a
certain key

25. Electronic Cash Register
• High speed machines
to record cash
transactions in fast
service and large
volume of catering
operations.

26. A Bill made by Electronic Cash Register

27. ECR- Advantages
1.Price customers’ checks through pre-sets or
price look-ups.
2.Print checks, including the printing of
previously entered items.
3.Have an additional special key so that the pre-
set price can be changed during promotional
period. E.g. “happy hour in a bar.”
4.Produce sales analysis by type of product at
any hour of transaction.

28. ECR- Advantages (cont’d….)
5. Enable analysis of sales per waiter per hour
or per shift period.
6. Analyse sales by method of payment- cash,
cheque, type of credit card, etc.
7. Automatic calculations – taxes, service
charge, cover charge, etc.
8. Provide limited stock control.
9. Provide waiter checking-in and checking out
facility

29. ECR- Advantages (cont’d….)
10.Operator training can be provided without
disrupting transaction operation or corruption
of information already in the ECR.
11.Restrict access to the ECR and the till drawer by
the key or code for each operator.
12.The customer can view the price charged
through “turret display”. This is advantageous in
self service counter and fast food outlet
operations.
13.Eliminates the need for cashier. Each waiter
becomes responsible for collecting the payment
and paying in the exact amount as recorded by
the ECR at end of each shift.

30. ECR- Disadvantages/Constraints/Considerations
1. Suitability – type of operation
2. Cost – in comparing with other products.
3. Model- up-to date or old.
4. Training to be provided to operate.
5. ECR be linked with other ECRs as a part of
network.
6. Maintenance – level/cost/frequency.
7. Safeguards – memory loss when power failure.

31. ECR- Disadvantages/Constraints/Considerations
8. Restriction of access to commands, re-setting,
disclosure of information to any other than
authorised persons.
9. Ability to function when near to any other
powerful electrical equipment.
10.Ability to restrain entry of
moisture/dust/foreign particles that can
interfere with the operation of the keys.

32. Electronic Hand held Order Pads
1. Each waiter has a check
pad in possession.
2. Thus individual check-pad
discloses the identity of the
waiter using it.
3. Order is taken on check pad
by pressing the keys
4. The check pads are wireless
networked with kitchen &
cashier
5. It has a send button which when pressed the order is
transmitted both to kitchen & cashier’s terminal.

33. POS Control System
• A software which
enables individual sales
at an outlet be recorded,
transmitted to various
sections, printed as
“check” and accounted
for and at the same time
be processed as a
performance data of the
outlet.

34. How POS Works
Processed data stored
for evaluation
Received at
processing unit

35. Necessity for Control
• The necessities for control are :
1. Analysis of the performance by the outlet.
2. Establishing & maintaining standards.
3. Pricing.
4. Minimising wastage.
5. Minimising pilferage & frauds.
6. Processing necessary information required for the management
• The system of Control exists in varied forms in every departments.
• All the sections under the Food & Beverage department are
interrelated.
• For the control to be effective all these sections must be covered
under control

36. THE CONTROL CYCLE
Decision making
Analysing & Reconciling Ordering & Purchasing
Serving, Selling &
Accounting Receiving
Preparing Storing
Issuing